What Is a Biometric Time Clock?
A biometric time and attendance system is a time clock that tracks some unique physical characteristic of each employee when they clock in or out.
There are many types of biometric data and biometric time clocks. Biometric data can comprise vascular patterns, fingerprints, iris patterns and voice recognition.
A fingerprint time clock requires employees by a fingerprint previously stored in your system. A worker places a finger on the device’s fingerprint scanner to unlock the system for employee time tracking. However, his or her finger must be clean in order for the device to register a reading. On many construction job sites, this isn’t possible.
Facial recognition is a biometric system that uses artificial intelligence to match an employee’s face with a photo. This requires a significant investment by the company or ownership in a late phone model for all employees.
In ExakTime Mobile’s case, our time clock app snaps a photograph of the employee every time they clock in or out. This photo is then stored next to the clock-in in our cloud software for quick, anytime review at the office.
Regardless of which method is used, biometrics cannot be forged or faked, which makes it a foolproof method for accurately tracking your employees’ time.
Biometrics have quickly become a popular way to track time attendance for companies across the world.
The technology adds security to the time tracking software and prevents employees from stealing company time, by punching fellow employees in or out (buddy punching), for example.
This type of time and attendance systems use the biometrics of each employee in order to clock in and out of the system during the day. Reports can then be generated for each employee and sent to payroll with ease.
FEATURES OF A BIOMETRIC TIME CLOCK
With the push to a digital world, more and more SMEs and start-ups are automating their routine day-to-day tasks. While most organisations today use a card reader and other digital devices, they still rely on manual time tracking and complex spreadsheets to monitor the time and attendance of employees.
Time-consuming and labour-intensive, manual time tracking is not only difficult but also curbs the future growth and expansion of your business. Your organisation can reach its full potential only when you create an efficient internal system that is scalable and effective.
Moving to a biometric attendance system is the first step in your journey to enhance the security of your organisation and increase the productivity of your employees. With plenty of biometric access control systems in the market, how do you select the correct one that is the best fit for your organisation?
Worry not! Check out these top 7 features to look for while evaluating Biometric attendance system
1. Access Control
Apart from time-tracking system, biometric systems can also be used for security purposes like restricting non-authorised personnel into protected areas of the building. Look for devices that have integrated access control functionalities. Integrated systems lead to enhance the productivity as well as security of the organisation.
2. User Capacity
Look for a biometric attendance system that can store and verify a large number of templates (fingerprints, face, palm, etc), even if your organisation has just a few employees currently. This way, the device will be able to enrol new employees as your business grows over the years.
Internet connectivity is a required feature of the biometric machines. Readers transfer clock-in and clock-out time of the individual employees to the attendance and HR payroll system. When it comes to updating the system and keeping it working without bugs in the future also, internet connectivity is mandatory. As we are talking about connectivity, USB connectivity can be additional to have back up of the data quickly using an external device.
4. Identification Time
The success of a biometric attendance system depends on the time taken for the identification by the biometric machine. Look for devices that sense fingerprints quickly within a fraction of a second and auto push the data to the server for accurate time of the attendance. For example, Matrix COSEC Face Recognition takes <2 sec to identify an individual.
5. Durability and Ruggedness
Look for devices that are rugged, durable, and can work in extreme temperatures especially if your organisation attracts a lot of dirt and dust. Some fingerprint time-attendance systems like Matrix Corsec Argo come with scratch-proof optical sensors and waterproof. This ensures that irrespective of environmental factors and handling, the time-attendance system always works perfectly. Further, you should also check for dust or water resistance in your solution.
6. Integration to Payroll Management Systems
The data from the system plays a vital role in improving the efficacy of HR payroll management systems. With precise attendance details of employees, it’s easier for the HR team to compute employee salaries quickly and perfectly. Go for systems that send data directly to the HR payroll software, thus, simplifying payroll computations.
While biometric attendance systems are easy-to-install and easy-to-use, there may be instances when you would face some issues and require expert assistance. Always purchase your device from reputed companies like Matrix, which offer you both online support and offline service support.
While making up for the right model that works for your organisation, don’t forget to check out all the features we mentioned above and pick the best one that will serve you for several years to come.
BENEFITS OF A BIOMETRIC CLOCKING SYSTEM
A biometrics attendance system can also help your company improve its compliance with employment laws.
Should the Department of Labor audit your business, a system using biometrics will make it easier to pull records of individual employees or a group of employees so that a decision can be made as soon as possible.
Ease of use
PTO tracking software is that it is incredibly easy to install and use.
No matter how simple a previous system was, the software will not confuse employees in the least bit.
All they need to do is scan their fingerprint on the device at the office and it will be entered into the system with their name and other information.
It will take all of a 30 minute meeting with employees to explain the new system and show them how it works. It is also worth noting that the system is secure and personal data can’t be compromised.
Employee accountability is improved
Employee accountability can be improved by using time and attendance software that uses biometrics.
These systems create reports for every employee in the system that show when he or she worked, how long they worked, the breaks they took and much more.
This means that any biometric-based report will show management if employees are taking too long on their breaks, are not reporting to work, are clocking in too early or too late and if they are taking too many breaks during the day.
This will force employees to hold themselves more accountable at the office, increasing their productivity.
Biometrics prevent buddy punching
The beauty of biometrics is that it prevents all ‘buddy punching’.
‘Buddy punching’ used to be a major problem with companies when attendance was kept using time sheets or passwords to log into an online time clock.
Since the employee needs to use his or her fingerprint to clock in and out of the system, no one else in the office can do so for them when they are not present.
This prevents time theft and keeps everyone honest
Eliminates time theft
Companies have had trouble with time theft in the past and will likely have the same problems in the future if nothing is done.
But how were employees stealing company time?
They might not have logged their breaks properly, or wrote down that they left work 15 minutes after they really left.
Employees might also have purposefully clocked in and out of work one minute before and one minute after their shift to gain time paid in each payroll period.
All of this can be eliminated with a biometric attendance system. When companies eliminate time theft, they save money and make it a better place to work.
Decrease burden on payroll department
Along with increasing the accuracy of the payroll department, biometrics time attendance can also decrease the burden on a payroll department.
No longer do employees need to keep files upon files of paperwork or spend time scanning the documents into the system in order to print checks.
A biometrics time attendance system will reduce the amount of paperwork the payroll department has to complete each pay period and offers a place for all employees to check their hours worked, PTO earned and PTO used year-to-date.
Increase accuracy of payroll
A biometrics time attendance system will increase the accuracy of payroll in each and every pay period.
When attendance used to be kept using paperwork it would take hours to go over every single employee’s time sheet, and then enter it into the computer system to print checks.
With biometric attendance systems, companies can cut the amount of time spent on payroll each period. The system dramatically reduces the time it takes to put a 100% accurate report: around 20 minutes or so.
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